Creating a Team Expense

Team expenses let you collect registration fees, equipment costs, tournament entry fees, and any other shared costs from your players — all within the app. Players pay securely with a credit or debit card.

Before You Start

• You need a Coach or Business account
• Players must be on your team's roster
• You'll need to have at least begun Stripe Connect setup to collect payments

Creating an Expense

1. Open your team and tap Expenses
2. Tap + New Expense
3. Fill in the expense details:

Expense Name

A clear name that players will recognize on their payment screen (e.g., "Spring Registration Fee", "Tournament Entry — March", "Uniform Deposit").

Category

Choose the category that best fits:

• Registration / Dues
• Equipment
• Tournament / Competition
• Travel
• Uniforms
• Other

Amount

Enter the total amount per player. Every player on the roster is assigned this amount unless you customize individual amounts.

Due Date (Optional)

Set a date by which players should complete payment. Players see this on their expense screen.

Notes (Optional)

Add context — what the expense covers, what happens if not paid, refund policy, etc.

4. Tap Create Expense

Customizing Per-Player Amounts

If players owe different amounts (e.g., different uniform sizes have different costs, or some players already paid a deposit):

1. After creating the expense, tap View Players
2. Tap any player's row to edit their individual amount
3. You can also mark a player as Exempt to exclude them entirely

Adding a Receipt

To attach documentation to an expense (e.g., an invoice or receipt image):

1. Open the expense
2. Tap Attach Receipt
3. Take a photo or upload from your photo library

Receipts are visible to coaches and co-managers only.

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Tracking Payment Status

From the expense detail view, you can see the real-time payment status for each player:

• Paid — payment successfully completed
• Pending — payment is being processed
• Unpaid — no payment received yet

Tap any player's status to see payment details or manually mark them as paid if they paid by cash or check outside the app.

Manual Payment Recording

If a player pays cash or check in person:

1. Open the expense and tap the player's row
2. Tap Mark as Paid (Manual)
3. Add an optional note (e.g., "Paid cash at 3/15 practice")

Manual payments are recorded in the system but do not process through Stripe.

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Common Questions

Can players make partial payments? Not currently. Each expense is collected as a single payment. For large expenses you'd like to split into installments, create multiple smaller expenses with different due dates.

What happens if a player doesn't pay? Nothing is automatically enforced — PlayerAid records unpaid statuses but does not restrict the player's account. Coaches can follow up directly or use attendance policies at their discretion.

Can I edit an expense after creating it? Yes. You can edit the name, notes, and due date. You cannot edit the amount for players who have already paid.